Privacy Policy
Who we are
Biurio is a desk booking service operated by Piotr Łatanik, ul. Marii Konopnickiej 61/147, 30-302 Kraków, Poland (sole trader registered in CEIDG, NIP 6783219142, REGON 529369773). Write to us at privacy@biurio.com about anything in this policy or about your own personal data.
Our role, and your employer's
Almost everything inside Biurio belongs to an organization, and that organization decides what goes into it. For that workspace data your employer is the controller and we are the processor: we act on their instructions, not on our own initiative.
We are the controller for the data we need in order to run the business itself: sign-in credentials, billing records, security and audit logs, and any correspondence you send us.
The practical consequence: if you are an employee and you want your data corrected or removed, start with your organization's Biurio admin. We will help them carry it out, and we will not act on workspace data without their instruction unless the law requires us to.
What we hold
- Your account. Your name, your work email address, whether that address has been verified, an optional avatar image address, and either a hash of your password or an account identifier from Google or Microsoft if you sign in through them. We never receive your Google or Microsoft password.
- Your membership. Which organization you belong to and your role in it.
- Workspace content. Offices, floors, floor plan images uploaded by your admin, zones, desks, bookings, repeating bookings, waitlist entries and check-ins.
- Technical data. A session record for each sign-in, holding the address you connected from and your browser's user agent, so that a session can be recognised and revoked.
- Notifications. Your notification preferences, and the queue of messages waiting to go out.
- Administration. An audit log of administrative actions, recording who did what, to what, and when.
- Billing. For paying organizations, the subscription state and the number of active users in the period. Card details go straight to our payment processor and never reach our servers.
Why we hold it
- To provide the service: performance of our contract with the organization, and our legitimate interest in running a workplace tool for accounts that an employer created.
- To keep accounts secure and to investigate abuse: our legitimate interest, and yours, in a service that is not broken into.
- To bill: performance of the contract, and tax law.
- To send service messages about your own bookings: our legitimate interest in a booking system that tells you about your bookings. Each category can be switched off in the app.
We do not profile you, we do not sell personal data, we do not use it for advertising, and we do not use it to train machine learning models.
Where it lives
The database runs in Frankfurt, Germany, and the application's server functions are pinned to the same region. Backups stay in the region. Several of the companies below are incorporated in the United States; where they process European data outside the European Economic Area, those transfers rely on the European Commission's standard contractual clauses together with each company's own safeguards.
Who else touches it
| Company | What for | Where |
|---|---|---|
| Vercel, Inc. | Application hosting and delivery | Frankfurt region, company in the US |
| Neon, Inc. | Managed PostgreSQL database | Frankfurt region, company in the US |
| Resend | Sending transactional email | US |
| Stripe | Subscription billing and card payments | US and Ireland |
| Slack Technologies | Chat notifications, only if your admin connects them | US |
| Microsoft Corporation | Teams notifications and single sign-on, only if your organization uses them | EU and US |
| Google LLC | Single sign-on, only if your organization uses it | EU and US |
We will tell organization admins before adding a new sub-processor that handles personal data.
Cookies
Two, and both are strictly necessary. A session cookie set when you sign in, so the next request knows it is you. A language cookie, set only when you pick English or Polish, so the choice survives a reload.
There are no analytics, advertising or tracking cookies, and no third-party scripts on any page. That is why you are not asked to consent to any.
How long we keep it
- Workspace data lives as long as the organization does.
- When an admin asks for the organization to be deleted, it is scheduled for permanent deletion after a grace period of 30 days. An admin can cancel during that window. Afterwards the bookings, desks, floors, plans, invitations, audit entries and memberships are deleted for good, and anyone whose only organization it was is deleted with it.
- Sign-in sessions expire on their own.
- Billing records are kept for as long as tax law requires.
Admins can export members, bookings, usage and the audit log as CSV from the Privacy screen at any time, so leaving does not have to mean losing the record.
Your rights
Under the GDPR you can ask for access to your personal data, correction of it, erasure, restriction of processing, and portability, and you can object to processing based on legitimate interests. Where your account was created by an employer, ask their admin first, since they decide what happens to workspace data. You can also complain to a supervisory authority. In Poland that is the President of the Personal Data Protection Office (UODO).
How it is protected
Traffic is encrypted in transit. Passwords are stored only as hashes. Every query is scoped to one organization, so one customer's data is not reachable from another's session. Administrative actions are logged. Hosting is in the EU. No system is perfect: if we discover a breach affecting personal data we will notify the controller without undue delay.
Children
Biurio is a workplace tool. It is not directed at children and we do not knowingly collect data about anyone under 16.
Changes
If this policy changes we will update the date at the top, and for anything material we will tell organization admins by email.